Boone & Block Letter Formats

8/7/2019 Boone & Block Letter Formats

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TrrparingusinessDocuments4 ,


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Preparingbusinesswriting: documents equiresa knowledgeof the mechanlitof business

Y using the parts of a letter correctlyV addressingbusiness nvelopesY preparing nlenlos, reports, and proposalsv forrnltt inpl lettersv docurnent ing ourccs

Nlechanics, refer to the "technical" aspectsof preparing a document, and they aredesigrred o imllrov.e comrnunication bv setting up clear standordsor written doc-unlents. These standardsare used consistently hroughout the businesscommunity.

Appendix I describes he trusinesswriting mechanics that apply to the lemers,memos, repor$, and proposals exarnined n this text. \\/e begin by focusing on theirnportance of document appearance.

IhelppedtnncsfBusinessorttrnerttsBeforeyour reader eadsa singleword you havewritten, dre appearance f yourdocumenthascommunicated message.t has old your readcr ow much careandconcernyou haveput into your document,and it has testified o the profeisional-ism of your approach.First of all, the appearancef busines documents s influ-encedby paperqualirl' and the accuracy f your word procesing.I',.11'EIIPaper qualiry is usually aken for granted-unless it is substandard. aper that isttrnrpri.nt, foo light, colored,or oddly sizedmay not.be acceptableor businesspurpor.r. Here are the basic tandardshat all business aper houldmeet:

V Weight.Paper s categorized y the weight of four 500-sheeteamsof let-ter-iize paper.Most businessesse 2O-poundpaper or correspondence,reports,and proposals.Stationeryused or busines lettersmay be heav-ier;Z4-poundpaper s common.Lighter paper,espcially if it is transpar-ent (onion skin falls nto this category),s not acceptableor business se'although t may be used or file copies r overseas ail.y Color. he standard olor for business aper s white,althoughoff-rvhitestationery n ivory or gray ones s alsoacceptable. nless here s aspe-cial reason o use thetn, pastels-includinggrecn,blue, yellow, andlavender-are generalll 'no, appropriate or businessorrespondence.Coloredpaper s sometimes se d n massmailingp sa way of attrac tingattention.

V Stzc.The standard ize or Nonh Americanbusinesstadonery nd paperis 8l by ll inches.Reports, roposals,nd mostbusinessettersare vrit-ren on paper his size.. tationen'also omes n two othersizes:Baronialused.forotes, emos):l by 8i inchal{onarch used y some xecutivesor personalrsinessorrespondence):7i b1' 0l inches

Conon Content.The best stationery has 100-percentcotton content; inex-pensive paper bond is used primarily fo r routine mailings and docurnents.

ApprruotxPnepRnrruoustruessDocutueurs55 8

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tj ir i ;! i i\ / I \ t , . \6/ i / / r . r . Lt t i l , t , I ' t ,,a'uscripr errorsar e red flags.th-atclendfy rocunrentssunprofessional'uide-li^eshereare n fr;;ri;. ,tr^lghtfort"arcl' ttn everydocurnenihroughyourwordprrcessor,spellchecfer.Then, p.oof..tcl a hard copyo. fv


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Figure -I SamPleLetter: ualReferenceCodes

ApperuotxPnepnntruoustHessDocullterurs' s6o

block format, t appearswo to three character Paceso the right of the centerofthe pageand is alignedwith the complimentaryclose.Another option is to placcthe dateline lush against he right margin-Rri/;/iR/i^'( ti LI \'Refermceinesaredesignationseferringthe receiver f a document o a relevant ilenumberor code. f yJur stationery ois not includea printed. eferenceine, placethe referenceine rwo lines below the dateline;align.i! itq:_ai*gly_y-ldsl9x 6"ts!characte-L.of_{e-&ElneJg3,1n,lac-gpgr-rt-f={fi:fgE!F- liiedry,,en-{9.-uponour-letter

for*rt. n*l;fe;;i'iinis aerign"iJfriTeFrenceodesfbothwriterand- recipient. n this case he sender'seferenceine shouldappearbefore he recipient's'refeience ine. Figure I- l featuresdual reference odes.PIiIISONAL OR C0ili ; D EN'fIil I'l!07)rrIo^lWhen a lener contains ersonal r confidentialmaterial ntended nly for theaddressee,hewriter ,rru.llymakes special outionon theenvclope.he writermaymakea notation n thi letter r *ell. In letters,he notationPnsonal r Conf''dentiol ppearswo linesbelow he referenceine.FgUgwinghenotatigtt-ate1bou1four line rpr.., and hen he nsidegd{$ss.NoationsalwapapPearush leftandmaybe-capitaliiedi irnderlined:

PERSONAL CONFIDENTI,AL',,, P*tl Confidential

IA/S7DEDDRESSThe inside ddress,hich dentifiesheperson nd"/orompanyo whom he eneris beingsent,s an obligatory aft of allbusinesseners. t canbebenreenwo andtwelve"lines fte1th. lL, .i.ggry-d-q!gli"e, referenceine,or personal r corifi--Alica noo,ion-of the ineiTL. *ort common pacirig llowsour linesbeforeU.ji""ing the nsideaddreqs. **'-#-* - +**---The inside ddressi alwapsingle-spacedndappeann uPPeI: nd ower-casel letters.t ispositionedlush gri*ffi; left-margin.u a rule, he nside ddresshouldXk ;.-;; ;n,i' thanfve lines.-Omit he recipie-nt'sitle if ne&ssaryo riiiintiin-tlils-T-feng.h. TllrCiie'io*eldciirional guidelinei or composinghe insideaddress:

Melro Molor CorPorollon -It50t S.FlguotooStrrcfCorton, CA 907t16'tl50a(707) 5s-9t92 phon )(707)555'919t (for)mmcoxxx.com (o.moll)

May21 199XOur sfennceA8C33221'4Your lferenceciCccu*{

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I ,,No lin-e.-1n.tl.reddressshould cross over the ccnter 'oint of the pagq'Linescontarnrng roo many charactcrsshould l le broken n half arr t l ontinuedg ,ih._ n.*I11. 3fte1 an indent of two spaces'

f -I'he inside adclress hould bcgin with the person'scourtery itlr, follorvetlfry his or he r full name. If the recipient's professlmal itle is short enottgh,ir 'c.n be includeclon th e sanre ine as th e name' Fo r cxamplc:

Ms . Alexandra cnninglon,TieasuierLonger dtles should appear on separate ines. Fo r exantple:

Mr. futhur HawleYVice President nd Director of Fluman ResourcesV The name of the recipient's colnpany should precede the name of hi s or

her departrnent.v use the company's complete and official name. It is acceptable o abbre-

viate words like 'Corporotion (Corp; and Incorporated (*.).Y -When you are addressinga comPany rather than an individual, the inside' ';ilr;;r"ttoura include he name'of the company,he departrnento which

the letter is being sent' and the company'sull address'V When both a post office box and a sreet address ppearon a company'sletterhead,.ttlrs addressedo that company houlduse he postofficeboxon both the envelope nd nsideaddress'V Streetsnumberedoze hrough nuelue houldbe spelledou-t,while streetsnumbered 3 tndaboveshou-i.l e wrinen in fuabic numerals. or example:

3004Tenth Avenue127 42nd Street

V Us e cardinalnumbers 14, 15, 16, ') whenincludedas part of th e adclress'Us e ordinall6th, ...) whin th e numbered treetmakes oexample:3r3 East30 Street20 129th Sueet

compassdirectionsarenumbers (l4th, l5th,compasseference. or

..t "/'/t.\ 'I ' lON L/\'Iiithe anention ine s usedwhen a letter is adclressedo a companybut directed othe arrentionof , ,p..in. indivi


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SALL]TATIONThe official greeting that appears mmediately before the body of the letter, the rslrr-tiltiurt, follows eidrer thc inside address or the anention line. As you will see later inthis appendix, s'.rlutationsappear il al l fenels 3gg-ep--t-$osesillg the sjmpl!fied f,qlmrt.In nrost cases uritcri should double-spa-ce-0.*ine on. bl*k lin.) befoie'and }fafter thc salutation. Salutation, urrfrily Ggin tidithi woiilD-car foli6wed by the P"l)ro[)cr form of address for thc recipicnt. The specific saluution that yo u usc rvil ldepend on threc factors: whcther the rccipient of the letter is known or unlmownto you, rvhether a titlc precc


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Or:

***;1i# ;p.;fif*;;;--''.t ;." gaph".d-bafoE heaoinplimenEfulose-1, Prrrgrrph linesare almostalways yp.q in single-spacedormat., In the full-block and rirnptin.i formats,paragraphs egin_lush eft. In'theil moain.a-UIo"f.format, writers may choose o beginparagraphslush eft or indent, . paragraphs. f indented,start paragraphl lx tojgl characterspacesrom the leftr l -

Dear Mr . I' lverhardt:

SUBJECT:Annual SalesMeeting

I lere are.prelirninarylans or rhe annual alcsmceting chet lu ledor February '

I nc luded re . . .t t. MIDDLE

rThe middleof the letter contains he letter'smessage.t follows.t::lt"oggl.ot ,' subiect ine and s separatedrom the previouselemint by a 1i1gfelin1!p1e' Line- ! - . - : - - . - - - - - . 1 - - . _ : - - L - - - J - t i ; - f : ; ; ' * L ^ ^ ^ , - ^ l i m a n t an r n l n c p

margln.COMPLIMENTARY CLOSEThe cwnplinancry close ppearsone line space-1fter the middle of the lener' It is,"osdn att lett.r'for-ro,.*..p, the simplified format. It appears lush left in then fl-lio.f. sryle; n the modified-blocksry19,t appe.arswo to threecharacter pacesto the rishiof ,h, ..n,.. of the page.The complimentaryclose s a.lwapalignedt;ir;;t[.n.r* the date, .*..p, *li.n the date is flush with the right margin. Inithat casealign the closedirecdy beneath he insideaddress'The first word'of the complimenraryclose s capitalizedand the lastword ofIthe close s followedby a commr. Not., however, hat the comma s omittedwhen

,.,usingopen puncruador,.Depending on your relationshipwith the reader, he close:i[, ts"?o#rr or informa!. the r6rt commonlyusedcloses n businessettersare;rtltOr. in the "LessFormal" categoryof the following examplecloses:' ,,'. For'rrrnl' i Y.ryqt,yours'RespectfullY,-VerysincerelY ours,

Itss Fonnat :incerelY,' SincerelY ours,CordiallY,CordiallYYours'Least FonulBestwishes,Ilest regards,Regrrds,Kindest regards,

SIGNATUREThe letter writer'ssignatureappearsdirectly under the cornplimentaryclosc'Thewriter,sneme s rhen"typedbelo* the signamre-usually fogr line spaces fter the

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ApprruotxPREpRntrueustrurssoDocuurrurs563;;;Iil;;ry close. th.n the letterheaddoesnot include the rvriter's'business '{


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'rFrt title, a sccorrdine rnly alsobc added o include his information. n all etterstyles,ggB.tlie gypecl anri-ancl i,l" ;r.. alignecl lirectlybelow the cornfliinenteiy'cltis6."Tor (Jr:exantple:Sinccrcl l ' ,Ql,ce 0. 4ro/n,,Al icc l) . I ;c l t totr\4cc I)resrt lcrr t , {ccrtr i t ingM6st sigrrature blocks clo not include courtesy titles such as IVIs.,Mrs., Mr ,and Miss. An c.rccptir>n, horvcver, can llc nrade when the titlc is needed to clari$rgerrclcr Mr l;rm Ban'onor Ms. Bilty Dian,on\.In businesshe preferred itle for*.r,rl",r is I4.i. I'hat titlc is assurnednless he signer ndicatesMissor Mn.

n If thc writer's etterhead oesnot identify he nameof his or her company,he| .onlprny name shouldbc typed n capital ettersrwo lines belowdre complimen-I ,rry closc. iour linesbelowdris s the qped signahrre. or example:l , 5tncercl\ '.

ELVIM ELECTRONICSloaallarl / ?'Bo,;a-Jonathan . O'Brian\tce PresidentIf sorneone signs the letter for the writer-administrative assistantsoften do

this for their employers-that person should place his or her orvn initials just belowand to the right of the signature.I D IiN'I'IF CATION LII,JJThe identifuationine indicates ho wrote the letter and who typed t. This optionalelement s typed two lines below the signatureblock and flush againsthe left mar-gin. When a-personal ignarures shown in the signarurebloclqthe nriter's initialsire optional. ndeed, he mostcommonpractice oday s to omit the writer's nitials.If the writer's and rypist's nitials are used, he writer's initialsusuallyappearin capital etters, he typist'snitials n lower-case. he two setsof initialsare sepa-ratedby a colon. f only the typist's nitials are included, hey are typed n lower-casc. or example:

DAIS:jwt l r

I N ( I,OS( IR i N0' I)11'I NIf an enctosurcs includcdwith the letter, ts presencc houldbe ndicatedrnmedi-atclyafter he identificarionine or thc signatureine. t is acceptableo write thisnotatiotr n anvof the followingways:

I l tc l


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C)r:Enclosuresl. conract2' rnecting genda

Alternately, the notadon3 enclosures

may simply indicate the nurnber of itenls enclosetl:

MAIL NOT/TION[, mair not'tionmay appearafter the enclosurenoration.This enrry indicates

dratthe letterwasmailed n a special ;; ;;;;""t" that is of interest o the recipicnt'For examPle:

fhbEnclosuresCertified

Here are some other commonly used mail notations:BY messengerBv FederalExPressBi United ParcelServicefyfax . ' '

Mail'notadons are frequently left off original copies and added to file coPies'

COPYNOTATION ] t ,,..^-often, thepersono whoma letter s addresseds not the onlypersonecelvrgecopyof the etter.Wh;;;"pi., .r. ;;;;" individualsther han he addressec'copyototimrry o.'riil*!a; end.This notation pPearslusheftafter heendo-sureandmailnotations. her, ,*.ri;;.0]. ,...iu.'.opies, then3mes res*&edon top of_onen",t.i. iufrny rit"r, pfJ." cf,ectmarksht' nttt: T: list o indi-catewhich,copy oes o which.indiffi;. h-,t. pas,mostcoS.npaniet::,1"":i-which starrdwforq;;b"" *py"'.Btttu" fu--o:t:t::ssesmakecarboncopies ny-more,many irms t r". ,*i,.lr.d to copy notation hat accuratelyeflects o&y'scopying technology. . | ,-r^ :- -orraral r'wq.The copy n6tation can be made in severalw8|s'

CoPY oCoPies o:copy:c:pct (stands or "PhotocoPY")The following examples show various combinations of identification lines

andenclosure, mail, and coPY notauonsr

brEnclozuresl. check2. conuactBy Federal xPressc:John'McCoY

APPeHotxPnepmtHoustHrssDocuturHrs565


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ApprruorxPneplnrrueusrnrss0ocur'leHrs

566

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bt tCopy to Ann Hastings

:! . r .!

\\AA:nraI inc.Oopies o: Carolpr MillcrRonaldYangSonretirnescopies of a document are disuibuted to people whose names arenot listed on the original document. Blind copies re copies sent to individuals n'ith-

out the knowledge of the addressee.The initials &cshould appear on both the copyof the letter sent to the blind-copy recipient and the file copy. The notadon must?t\t ^ppelr on the copy sent to the addressee.

Regardlessof format, all notations, including the enclosure notation, mail nota-tion, and copy notation, appear flush left. Double- or single-spacingmay be usedbenveen notation items. Double-spacing is generally preferred.

POS'TSCRIPTSome ettersend with postsoipts-afterthoughtsboutsubjects ssentiallynreletedto the rnain opicof the letters hemselves. osecriptsshould not containcommentsdirectly related o the topic of the lener: Relegationof relevantmaterial o a post-script may be perceivedas an indicationof a poorly organizeddocument.A singleposscript beginswith the initials PS. If a secondpostscripts neces-sary use the initials PPS. All postscriptsshould end with the ryped nitialsof thewriter. For example:

P.S. he budgetmeeting rs been escheduledo May l. MRBP.P.S. allme nextweek o ulk about he Anderson eal.MRBCONT/N UATION- PAGE H MDINGLong leners equirecontinuatinnheets-blanlg ualitystationeryused or secondendall subsequent agesof the lener. Each continuationpage ncludesa headingwiththe addresseet ame, he'date,and pagenumber.This information s usuallypldcedflush against he left margin, with each tem starting a new line. Unless he letter isin block format, the continuadon-page eadingmay also be spread ut on a singlel inc.For example:

EdithSakuraApr i l14, 99XpageOr :

EdithSakura,pril 14,199X, ageOr:

Ildith Sakura April 1,+,99XThe continuationaage eading hould appear wo

the pirgeand at leastwo line spaces houldbe allowedof the lctter.

pageto six ines rom $e top ofbefore esuming he body

. , t . , '


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flddressingusinessFirst impressions re fclrmednot rvhenvour recip ient legirrs eacl ing ou r let tcr,bu trvhen he or she receives he envelope containing it , Tb lnake th c best impression,be sure that your envelope ooks professional. v i th every elernentcorrect ly forrnat-ted in its proper place.' I 'he U.S. Postal Service econunends he fol lorving sn' lc f r ; r the varigusele-mentso f the enve lope. n lesso thenvise nc l ica ted , l l l inesshou ldbe sing le -spaced.

v Place the address lock, rvr i t ten in l l l capita l lerrers, n th e approximatevert ical and horizontal center of th e envelope.v The addressee'same appearson the f irst l ine. I f there is space, ncludethe person's i t le on that l ine as wel l , using a comma ro separate he nameand tide. Place on g tit les on the secondaddress ine.v The company name comes next, followed by the conrplere street addressor post office box nunrber.

The last ine of the address lockshows he ciry and the nvo-letterstateabbreviation. se a cornnla o separatehe city andstate.Nlow rwospacesafter the state bbreviation,hen add theZIP code. u a general ule, heenvelope hould e adclressedn the samemanner s he nside ddressnthe letter tself.Follow the samepatrern for the rerurn address,which is placed n theupper-leftcornerof the envelope.Unlike the address lock, the rerurnaddress ee dno t appear n al l capitals. ost companiesmprint the busi-nessnameon their envelopes,ndwritersneedonly add heir own names.Placedeliverynorations-for example,SPECIALDELIVERYor F/RSTCrlss-in al l capiral ettersseveralinesbelow he posrage rea.Place orwardingand rerurn-postageotarions lushagainsthe left nrar-gin of the envelope, bout rrvo or three lines belorv he renlrn address.Thesenotations houldbe to the left of and above he address lock.

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[nvelopes

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V

v Place confiCentialor personal notarjons n th e bottom-left corner of th eenvelope.Figrrre -2 showshow theseelemcntsare nrrangecl n the cnvelopc's ace.Th e nrodelsh


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Preparinq'lemosJustascoprplnies rint stationery or usc tr lrusinessefters,heyprint lllenro ontrsfo r iptelral 1sc. {crnosconle ri various izes ndmayeven nclude ear-off orms'In sor.rc aseshc comllany'.scturnadclrcsss printedat th e to p of thc tttettlo. us t:rl)or,cr 6cl6rv hc aclilrcs.snavbc tlrc printcd title I4EMO or lt4ENIoRAl{DUA4'/ l l l i7 . \ o l : . I . \ l l iMoyer''s ur c sirnltler ha n lettersan d inclu


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Proposols

Societyof Manufacturing ngineersOn eSMEOrive Dearborn' l481281

(313)55-1695phone)(313) 55'1696fax)'arne@xxx'come-mait)l

To:From: (:, nii '^! ' -n " '' l '' 'Date:Subiect:

, rnv

Figure-3 Memo uide eadings

PreporingleportsndA report or proposal that takeswccks or nronths to researchand rvrite ca n still nlakea bad mpression f th e appearance f th c doctttttent s sloppy or inconsistent'A pro-fessional pp"rrrrr.. .o,r',., fronr the consistcnt ,n.l .u,,ett use of margins' heacl-ings, in e spacing,and page nttttrbcrs'

,f{,rlR(;INSUnless your report is bguntl' l l l t trrtrgins n th c bocly9f a rel)ort should be I ipcl ' rrvide, except fo r the first pagc of ,r c6',rptcror fl section. T'h"rt pllge reqtrircs a 2- tt l2 l - inch top rnnrg in '

If b inding is usct l , rl lout inch of prr'cr is l .st in th c 6i 'd ing 'rocess' As "' rresult ,margins rnust be rrt l justct l i rr th c loss'

Y Left-Bormd: n lcf t - l r


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IIr.,{DINGSLikc thosc it t lct tcrs nncl rnernos, hc hcarl ings n rcpr lr ts ancl pnlposr ls rnust lrcl l lannccln advanccand rtrustbe irnplcnrentc clonsistent ly.{eadingsshoul


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Formnllinqetters1'hefonnnfof a letter efers o the rvay n which th e elcrncnts [ a lcttcr rr cplacctlon thc page-for example, hethcrparrgrallhs rc ndcrrtctlnr l rvlrcre o lllacc hcdateline,nside ddress,ndsalutation.l'hreerlifferent brrnirts rc rrsctln ltusilresslemers: hefull bloch,modifedhlock,andsimpliJierl. our choice of frrrrrratlepcnrlsonpersonal reference nd on the sryleaclopte


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All tl:c 'luttutts in t Jilll-block innt t btqin,fl usltrtQninstl.tc r.1i trrtrgitt'Allozt,nl lutst nto toJburlinc sltrrct'sl,oL't' nl ltclozuthc datt. Iirucl sPntinadcpmdson tbc lmutlr of thclettcr T-bezw'itcr limitsthc insidc ndth'css ofour'lincs lty climiutting osel)ariltc ine Jin' tltendtlrcssec'sitle

Figure -4 SamPleLetter:ull-Blockormat

ApprruotxPnrpeRtrucustruessDocul.ttrrurs572

Blllows eol sloloComm0rclol eo lEsloleDoportmsnl'123BlngAvenuelrvlne,CA92733(714)555-7113 Phono)(714) s5s -7114 lox)Jeof i l ippe@bll lows.come'moU)

l { a r c h 2 2 , l 9 9 Xl l r . Sanue l Jenk inat f e s t e r n S t a t e s B a n k & T r u s t1 0 0 0 H i c h e l e o n D r l v eI r v l n e . C A 9 2 7 3 0D e a r S a n :Congra t u l l t l one o :r your p romot lon to erccut {vc v lccp r e f l d e n t l n c h a r g e o f r e a l a a t r t e ' I e a d c l l g h t e d ' b u t n o ta u r p r l e e d . b y y o u r a u c c e s a . l l c g t e r n S t a t c a h a d t h e g o o ds e n a e t o c h o l a l t h c r o g t q u a l l f i e d P o r t o n f o r t h c J o b 'C a l l n e o n c e y o u g e t r e t t l e d . l J e ' l l h a v c l u n c h a n d d i g c u s gl e v e r a l d e a l a t h a t l o o k l l k e o p p o r t u n l t l c r f o r b o t h o u rc o n p a n i c e .C o d l a l 1 Y

fen/4etlp//rff"

Jeane t t e F t l lPPcl recut lvc Pres l ' den tln

inserting parenthetical eferenceswithin your text or by footnoting.or endnotingyou, ..F.i"nce material.Footnoresand endnotes an also add meaningby includ-ing adclitional ommentary.Completesource istsshouldappearat the end of yourdocument.I'A R I',1,{TI ETI CAL RDFTRENCT'SParenthetical cferences peciSt or readers he points in a documentat whichrnatcrialhas becn quot.d, prraphrased, r summarized'They also give re'rderscnoush nforrnation'to incl'rp..ifi., ful ly citedsourcesistedat the cnclof yourtlocurncnt i

Both parenthetical cferences nd concluding ource istsare usuallywrinen none of rwo {ocumentationsgles: theML4 style, evelopedy the Modern I'anguagefusociation;and the APA stylc,developed y the American |tfthgtoqcal Asocia-tit-rrr.n MLA style the end-of-docum;ntsource ist is called wbrkscited; in Al'Asn'le t is calledRcfcrenccs.

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17/25

'I '1.,r t t , tuttrpl ttt t lrtr '.1'{lo.st', t tt,l si utt t ttt'c ltlocA'rrrc phrul tu tltc rialtt o.l't ltc cctttt 'r ' f 'r lrt pttttc

I't murup .,sr c t.ypedfluslt tgrrinst rbe cJtmnrei . S t ale-sptcir t isusulzritl.,irrrprtrtrutupls,dou ilc s1s ' n,q rctzuc rprrrtrSqnrphs

'l'lla 11,,,,rirrr otrrrnlt't 'los t 'c t o t o t rtt'c

t lttys t.y,ltul .l/ usb ltJi

Figure -5 SampleLetter:odified-BlockFormatithout aragraphlndentationMLA Srn r In MLA styleparentheticaleferencesnclude he author's ameandpagenumber after the material equiring documentation.n its simplest orm, theparenthetical eferenceooks ike this:

Men and women often suffer rom cross-culrural ommunica.tionThnnen 4) .Notice that the author's name and the page nunlber are enclosed n parentheses ndthat the reference includes no internal puncfuation. Note also that the referenceappearsbefore the puncruadon that ends the sentence.

When the author's name is used in the documented sentence,you need notrepeat it in the parenthetical reference, which will include only the page number.Fo r example:

According to Deborah Tannen, men and women often mffer from a form of cross-cultural communication 14).

ApperuorxPnrpnRruoustruessDocurr,teHrs573


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Tltcdttcline,coaryli?ntttnrT lose,ndsignann'e lock ppearothc rigltt of the centcrof tbcpage. Pnragrnpbs reindentedfue to tancharacter paces.Parag'aphsaresingle-spaced th double+pacingbetweenaragraphs.

Figure-6 SamPleLetter:Modified-BlockFormatithParagraphlndentation

ApprruotxPnepnRrrueustruessDocuurrurs

Lark and Loltlsh CorPoratlon56 Denvll le RoadNashua. Nll ()3()6()(603) 555-7 I l5 Plrone(603) 555 ' 71 lO fa [email protected] e-mnll

Apt l I 1, 199XMr . Sven SeligsonAmedcan Cancer Soclety4 Mandesia StrsetNashua, NH 03060Dear Mr. Sallgaon:

There ls no morc worthwhlle charltable oqanlzetlon In our communlty than thoAmerlcan Cancer Soclety. t am honored by ycr lnvltatlon to lpeak at your annualbanquet neri month.My membershlp on several corporate bodt phcet a gtat many demands onmy tlmi, and nrt month ls my bualest travel dod. Regcttably' becauge ofprevlous commlbnentr, I wlll not be able to acopt your lnvltstlon.la thers another Amerlcan Cancer SocletTfunctlon at wttlch I can rpeak? Ihave encloged open dates In my achedule onr lhe nsxt three months.Call me after you have looked at the achcdule. I look fonvard to theopportunlty to epeak belora an organlzauon arworthwhlle a8 your own.

Slncaly,l1a,n/toWi//p,MartraWllderChld ExecutlveOfflcer

lrEnclosurs

Referenceso works written by ruo mthorscite both names(oined by and) andthe pagenumber. When the source has oo or threeauthors,all the namesare citedin the eference. 4rhen a work hasmore fun tlme oathors, se he first author'snameplus the Latin abbreviati n et al, For examPle:Culrural ifferencesn theworkplace ustnot be aken or granted;heymustbernanagedFlarris ndMoran 3).Adjustmenteners hould voidemphasizinghe negativeiruation escribedn theoriginal omplaintetter,but shouldoarson the actions eing aken o correcthesituationBrusarvt al .23).If you must cite nDQr riore works y hesarne utbn4youl parentheticalefer-

encesmust differenriateberween he worla. Do this by providing the author's astname,a shortened itle of the worlq andpagenumbers.For example:ffannen, Understandll)(fannen,ContersationaltYle 9)574

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. I l t lrrtrL'u .t tt lt lttrr' f/ trtlt, tq(t i t t i l ,c l t ' l t t t t t ' . \ tt

Ittstrttl of't stluturtiott, t,^xltfrt linc i.rr ll upitnllcttt't's itllous tltc irrsidtt I I rtss.' i'ip c sprrcbcJ'orrtn l tlirr thcsullrct in r

'l'ltr lt'llcr contninsasi{truttrreblock rt tllmpittl lfit(r's but noto rpl tt ' t ur1 d osa

Figure -7 SamPleLetter:implif iedormat.Notice, by the way, that a comma separetes he author's name and the tide and

that the title is either italicized or underlined.If the author of the work is a corporation or other organization, and if no indi-

vidual author is cited, use the organization's name in your parenthetical reference.Fo r example:

(XeroxCorp. 57 )When no author, indiviclual or corporate, s citedr /our parenthetical eference

should use the title of the u,ork itself or an abbreviated version of that title. Theab[reviatccl i t le sh


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iItllllill1l:, ,' I 'herc are t irnes, of course,when nrore than one sourcc rvi l l contribute to aniclerr i rccl n vour clocurnent. n th is casc both sources separated y a semicolon)shoulclbc incluclccln your parenthetical eference:

(-Fannen 67; laron6' l)\,Vhcn your source cites another source, he names of both authors should be

ntentioned in your parenthetical eference.For example:(Gi l l igan td . n Thnnen l3 )

In this citation, the abbreviation qtd. tells the reader that Deborah Tlnnen's bookincludes a quoteby Carol Gilligan rnd that the source is t at the back of the docu-ment includes an entry under Thnnen'sname.

Always place parenthetical reftrences immediately after quoted material, evenif the quote ends in the middle of a sentence.Fo r example:

According to Deborah tnnen, "For most women, the languageof conversationsprimarily a languageof rapport" (77) to establish onnectionsand form relation-ships.If the quote ends the sentence, place the parenthetical reference immediately afterthe quoted material, but before the closing period. For instance:

"For most women, the language f c onversations primarily a language f rapport"flannen 77).This format gives the reader enough information to locate the source of the quotein your Worla Cited list.APA Sryr-r, In APA style parenthetical eferencesalsopoint the reader o the fullcitation at the end of your documenLThe purpose,hen, s the sameas hat of MLAsryle; t is format that differs.First, APA references istinguish eween quotedmaterialon the onehandandparaphrasedor summarizedmaterial on the other. When citing quotedmaterial,include the author'sname, the yearof the work'spublication,od pagenurnber(s),rvhichshouldbe nuoducedwith p, for one page andpp, for wo or more pages. orexample:

(Thnnen,990, . 101)Notice that commasseparate ach elementand that a period is used afterp:Referenceso poraphrasedr ntmmarizedmaterialmay or may not includepagenumbers; sa rule, he writer maydecidewhetheror not the reader s ikely o needthe exact ocationof the citedmaterial.Although the samebasic ules governboth MLA and APA citations, here area few notervorthy equirementsn APA style:

v If you mentiona work more hanonce, he full parentheticaleferencesused he first time;all subaequenteferencesncludeonly authorandpagenumber.v !\hen citing worla written in the sameyear by the sameauthor,alpha-betizethe works in your Referencesist and then assigna letter to eachwork (a, b, c, and so on); thesesame ettersshould hen appear n yourparenrheticaleferences s a meansof distinguishing mong he author'svariousworla. For example:

sC/II

tt ,l r

ApperuorxPnrpnRrrucusrrurssDoculvrErurs576 (lannen, 990a,.39) ltt lh1. '


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r ' -Iwhether you chooseMl,A or APA srylc,-t is irnportent o useyour chosetr

swle consistently,oth in your arcntheticaf efcrctrccs nd n the s.urce list at thc;;{d";Gr,, ao.un''tnt' l)o not urix citationstylcs'I ;OO' l 'No' t ' l iA\ tDl i , \ ' l ) ' \ 'o ' l r iRI :' t t l ; ' ,R/ i 'N( l / i 'sIiootnotes nd enrrnotcs re nrternativcso th c llrrrcntrrcticat-reference'cthotl ' lrrfootnotcs, ortrltlctc ourccsll)pcrlr, t l ' t t bottomof th c Pagc n whichcitecl nrrtc-ri:rl allllcarr.n .rra,.rr.r'4,tr' , li c nrr,r.,rf a r:risctl \rrrbic 'i"'til"t c


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" l t ' t r r l r ' t ( l i t : r t i ' r rs, l ' r t r t ic lcs i ' , t t t t t r l rg r rz i l res,'u rna ls , ant l nc* ,s1) l lpcrsr ls . c , ' ta i l rt l t r cc t t t ; t i o rl ) i t r t s : t t t l l l o r , ; r r t i c l c i t i e . , r r r t l p r r l r l i c l t i on n l i r r r r r r r t i ' n . ) r r l r l i ca t i ' 'i l r l i r r t r r r t t i ' t rl t t ' l r r t l csl r c i t l c t l ' t l r c l l c r i , r r l i c r r l ,, o l r r rnc r r r r r l r c r ,. c r r rf ' l l r r l r l i ca t i ' n ,r r r r t l rp l l l ic : r l r lel l r rgc rur r r I rcrs .ior c .vr rn l l lc :Sat lkcr ,tVr : t , r r r r l) : r ' i t lSr r t lkcr .scr is rn l r the , lassr ' . r r r :l i r . rn (Jra r lcSc. l r ' ' l 'ir:rrlrrrttc clrool."l; i 11r1,,, trpp,t 7 119t)6):Ntrtc that M[--' \ style rcverscs l ' reordcr of th e f irst antl l lsr nanresJbr th el irstoilt l ' to' ' n l .y 'lhe t i t lc of th c Pcrior l ica l s i ta l ic izer l (or un


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ilr#Art ic les APA art ic lc ci tat ior" rslso ncludc f rrur rnajorparts:author,datc, art iclc t i t lc.and pul l l icat ion infornration. Publication infornration inclur les hc publication t i t lc,volume nurnllcr, anrl applicablepagcs. ior exarnple:

Cox,' l l, an dNkoltto,S. M. (1990). rvisi l l lc ncn rrrrr lr 'onren: status cportol lracc ls a variablc n


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S ( ) t l r C c S . r \ s y < l t t r v i l I s c c , s u | t s e t l t t e t t t r c t e r e t r c c s l l s c l l s h t l r t e n e d f o r n r 'r l )ctr tr is l l : t rotr , ( i r tnutdr r tnr l-( ictr iar ( \cs t l r lvcn: -YalcUniversin ' Press'

9tt6) I i { 'rPhilirrR. rr,..r,.ir'.L,ir,,r,.r, l ril,;";r, I lu,,usi,,,(tulttn'nl ifl'erints'lrtl etl'tii:ntl,ll'ii.l",rll;';fii,fii),i,tfir,,n,',,rcwrotc{cp.rt-sn ;a*etrccrc'lrrtr-, i , ,n l i , l , " 'Ncr l ) i r r l ' l ' ima ll M';rrch 992: \l ' ; f f ict iveConr'un' "'oK..r1'J. fr.,i".il"rg.i "Crn a'' 'tyt"tt Jcc'tnca i\lorc Lff'ective onrlltuntcator:S e t hL''ii n -'rt"'-g*' 'r.Augu tJ,o^?l,1 n'JrHllitt,if fi }:L:Til'Lt'fii;iil*::a-:j::lyl?1",i#,iusincssWriting,,, ultetirif beAssuiorirr'i{r"ilrt;'rrio**ttnicttion5'4 1992) 0-12'

Subsequenteferencesb save ime an, avoid repetition' subsequenteferencesappear n shortenedorm. shortenecl ource otescanuseeithera traditional5rylc'which includesLatin abbro,iations' r the lvlIJA y.lt' which doesnot'In the tradidonalsryle, he r.6*irs -t tin abbreviations re commonlyused:Y ib id . (Lat inmeaning. . in - thesameplace ' ' ) .Th isabbre ' r ia t ion isusedwhen,n .n..iir';;;.J * *. tt " immediaiely recedingt; whenpagenum-bers foilow the abbrevir,ion, he entry i, tht same ut the pagenumberis different'v o p . c i t . ( L a t i n m e a n i n g . . i n t h e w o r k c i t e d ' ' ) T h i s a b b r e v i a t i o n i s u s e dwhen one or more references eparate., "[.,.n.e from its original cita-t ion; tocoordinatcrr , .r . r .*cewiththeor iginalci tat ion' includethelastnamesof theaudrorsaswel laspagenumbers.v loc. cit. (I-atin merning"in the flace cited") This abbreviations used nthesamewayasoP.c l t . ' . * . "p . that i t re fers toexacdythesamepagenum-ber as the Previomcitation'The follorvingexamplcshow how theseabbreviations pply o actualsources:rDennisBaron,GrnmmmandGenderQ*iervLlaven:YaleuniversityPress'1986) l14''Ibid',47 .rphilipR. I-Iarris ndRobert-I'.,{oran,Nlonngingulnral Diftrences,rded'(Houston: ul f Publishing'991) 56 '1ffi;l:l;il';f.l"rrtin Gottlieb, 'H_g1pit^alRewroteReportsn FailedAccredita-tionBitl,"'frl'- Wp Ti'ot I I March1992: l'6tbid.TFIarri,andMoran, loc' cit'^4LAs ty lec loesno t r r seLa t inexp ress ions . t o ind ica tesubsequen t re fe rences '

Rrrther, vtlA rclies on shortenedreferences o original sources'whenfootnotes or

encln.tes ir.rcludeo'ly one *uru ;;;; ^",hur, ,utrr.,1uent referencesneecl nclude

i".' ii irt. .uti' '" ' l' lttst nanrea'tl thc page rcftrcncc:to 'N" i l l , 199 '-l o ar'oit l ct l l t f i rs ionrryhen 'otl. l lust ci te rt tore thln on e rvork by th e

s:rr t tci*rthor, use a slrorte.crr ftrrn*f

'each title, ..rrclngvith the author! narrc "r'rl p''ructtttntbcrs:

')SnrYthc,Conm nicntion34''iliti"fi., Corporotculwe49 54'At lx r r la l rcpor t rnaya lso- inc l t rc leab ib l iogr ,ap l rywhosepurposerenclerso adtlitior;;i:";;;"t We rvill examine itrliographiesext'

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BIBLIOGMPHIESL bibliograpbys n alphabetizedist of the sources sed o preparea body of rvrit-ten material.A bibliographydiffersfrorn listsof works cited, ,.f...n..r, and notesin that it may includeworla not specificallyeferredto in rhe document. n addi-tion, the bibliography sesnclusive agenumbers or entirearticles n periodicals,not iust the pages pecificallyeferred o assources f citcd nfornrarion.Eachentry n thc bibliography cgins t th e efr margin,with th e author'sas t1t-9 appearingirst. L,ntriesvith no authorar e istecl lphabeticallyv tit le (usethe first significant ord).Nl subsequentinesare ndent.d 6u. ,pr..r. Entriesareusually-single-spaced,ith a double ine space etu,ecn ntries.u you cansee roprthe followingexamples,he tlate n a billliographyappcarsater than it does n asource ist:

Adler,litnqJ "CulruralSlnergy:Managinghe rnpact_ofulruralDiversiry."nThe1986-A!!yl:p*rlopirisHumai R-rrourrrr.anDiego:universityusoci_ates, 986, 29-jB.Copeland,-l*nnie.ValuingDiversity:Making heMostof CulruralDifferencestthe Workplace,,'eionnel,42fuu"e fSy, iZ_AO.Hymowitz,Carol. One Firm'sBid to KeepBlacks,Women:CorningBanlesoovercomengrained iases."al tsieetJournal,l6Februaryqg9,gr .Intcrnatianal imensionsfOrganizationdlehaalbr oston:Kent Publishing,19g6.Johnston,William3., andArnoldE..Packer. orlforce000:Work ndWorkersfor theTwntyfm century.ndianaporis:udsonnstirute,une19g7.Leffler,Ann,DianeGillespie,nd oanC. Conary.The Effec6of Starus ifferenri-ationon Nonverbal ehavior," rialPsychilog uanerty5:3 5i-61.Thnnen,Deborah. ltat'sNotWat I Meant!HoatConaenationalryle akes r BreaksYourRdttionswitb othm. New york wlliam Morrow, lggi6. -Whgn you citeseveral ifferentsources y the sameauthors n a bibliography,you crn eliminate he.need to repeatauthors'namesby using a long dash nsieadof the samenameeach inie. ' v eTo make an extensivebibliography more manageable, ou can divide thee.ntriesntg cltgqoriesaccordilg !o subjea.For exampl-e,n r i.pon on workforcediversity, he bibliogra-phymiglt be divided nto the fbilowing headings:age,com-munication,orln'al diversiry disabiliry,gendeEand raceaniethnicitlr. It can alsobe dividedby q?o of entries:boola, ournalafticles,magazine nd ne*spaperarti-cles,and governmentpublications.To help readersevaluate he usefulness f sources,annotated ibliographies ro-vide shon cornments n eachentry.For example:Ilit !t,James ."OlderWorkersChafe nderYoungManagers."WallStreetJountal,lj T.,bfty^1990,Bl . Discussesow he3.4million"*.if,.ir .g.d;t'."d older nthe unltedStatesreate nique roblemsndopportunitiesor-themselvesnd heircorporations.

If you decide o annotate our bibliography,emember hat al l of the entriesmustbe annotated.

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